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sa_maintenance_3 [2019/08/20 19:10] – [Currencies] Shelley Hunter | sa_maintenance_3 [2021/04/14 10:04] (current) – [Invoice Management Groups] Shelley Hunter | ||
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==== Countries ==== | ==== Countries ==== | ||
+ | Countries are used in combination with defined currencies. | ||
==== VAT Rates ==== | ==== VAT Rates ==== | ||
+ | A unique code is required for each rate to identify it, as well as the description of that rate e.g.: Standard or Exempt as well as the actual rate itself. | ||
==== Payment Methods ==== | ==== Payment Methods ==== | ||
+ | Payment Methods for receipts are defined here. Each definition requires a unique code and a description i.e. Cash, VISA card. There is a flag to indicate whether this is a debit/ | ||
==== Parameters ==== | ==== Parameters ==== | ||
+ | Consists of: | ||
+ | |||
+ | Closed Period End Date | ||
+ | Is a date after which transactions cannot be posted (on or before the date specified) If the Accounts dept. want to close a period they must update this date as needed. | ||
+ | |||
+ | |||
+ | Default VAT Code | ||
+ | As specified in Accounts Maintenance & VAT code. The default VAT Code is applied to invoices unless changed by other parameters on a case by case basis. | ||
+ | |||
+ | |||
+ | Unallocated cash VAT Code | ||
+ | Is the Code used to identify unallocated cash. Used only in VAT cash accounting. | ||
+ | |||
+ | |||
+ | Country | ||
+ | As specified in Accounts Maintenance & Countries. Used to select the default country. | ||
+ | |||
+ | |||
+ | Default Currency | ||
+ | As specified in Accounts Maintenance & Currencies. Used to select the default currency. | ||
+ | |||
+ | |||
+ | Default Payment Method | ||
+ | As specified in Accounts Maintenance & Payment Methods. It is used to define the default Payment Method when processing the timesheets. | ||
+ | |||
==== Ledgers ==== | ==== Ledgers ==== | ||
Only two ledgers are required by the system - the sales ledger whose ID must be ' | Only two ledgers are required by the system - the sales ledger whose ID must be ' | ||
\\ \\ | \\ \\ | ||
==== Accounts ==== | ==== Accounts ==== | ||
- | Each Client Account Code that is entered appears here with the name of the first company it was associated with. A code cannot be deleted so that even if it is no longer linked with a company | + | Initially |
+ | The Sales Ledger accounts will be created automatically by the system as they are used. However their names will not be automatically maintained, so in the event of a client company name change it will be necessary to edit the name here. In general these names are only used by accounts reports. | ||
==== Nominal Codes ==== | ==== Nominal Codes ==== | ||
Initially 3 nominal codes must be set up. | Initially 3 nominal codes must be set up. | ||
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The Ledger ID for both should be ' | The Ledger ID for both should be ' | ||
- | Invoice templates need a VAT Nominal, a Report File containing the invoice layout and the auto-numbering instructions which should generally be ' | + | Invoice templates need a VAT Nominal |
Payment templates should specify the cash ledger and account of the bank account. | Payment templates should specify the cash ledger and account of the bank account. | ||
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\\ \\ | \\ \\ | ||
==== Nominal Code Segment Structure ==== | ==== Nominal Code Segment Structure ==== | ||
- | Placements can be set up so that more than one nominal | + | The system supports the derivation of a complex placement analysis |
- | \\ \\ | + | |
+ | This is where you define the lengths and names of up to 5 subcodes. | ||
+ | |||
+ | If only a ' | ||
+ | |||
+ | This system is only normally | ||
+ | |||
+ | The full code may be used for reporting purposes for both Perm and Temp placements. | ||
==== Nominal Code Segments | ==== Nominal Code Segments | ||
- | These are required for a Permanent Placement to be Authorised. They are designed for both the calculation of commission, including splits, and to export | + | These are required for a Permanent Placement to be Authorised. They are designed for both the calculation of commission, including splits, and to export |
+ | The segment number must be between 1 and 5. | ||
+ | |||
+ | The code fragment should be of the appropriate length for the segment otherwise it will be truncated or padded with zeros. | ||
==== Debtors Letters text ==== | ==== Debtors Letters text ==== | ||
+ | |||
+ | Pre-defined text can be used and automatically inserted into a debtor’s letter. \\ | ||
+ | Up to 3 levels of severity can be defined and text entered depending on how long the debt has remained outstanding for. | ||
+ | |||
==== Invoice Management Groups | ==== Invoice Management Groups | ||
+ | \\ | ||
+ | The default Invoicing view is to list all Timesheets for invoicing in a list - which can be very long. \\ | ||
+ | Alternatively you can set up Groups to manage different Account Codes in different ways and this is done theough Invoice Management Groups. \\ | ||
+ | |||
+ | A Group with Process method of Batch which means that all the timesheets for one Account Code are listed in one line, making management easier. There are certain Invoice Grouping rules that can only be used with Batch Invoicing, those that group across clients and are for a single Account Code as a whole. | ||
+ | |||
+ | If using groups the minimum to set up is two - one for process by Timesheet and the other for process by Batch. \\ | ||
+ | |||
+ | Both methods can block a Timesheet from being processed if the Account is set to Require a Their Ref on Invoicing (By Batch from version 2.21.02). \\ | ||
+ | |||
==== Export Options | ==== Export Options | ||
+ | The details for where timesheets and sales invoices are to be exported to and the location and name of the export file are entered here. | ||
==== Ad Hoc Invoice templates | ==== Ad Hoc Invoice templates | ||
- | ==== Config | + | WIP |
- | The Configuration log provides an area where details and reasons for configuration changes can be recorded. | + | ==== Configuration |
+ | The Configuration log provides an area where details and reasons for configuration changes can be recorded. \\ \\ | ||
+ | |||
+ | ==== Alternative Invoice Address ==== | ||
+ | The list of allowable alternative invoice addresses is set up here. For more information on how to set these up please see [[Alternative Invoice Address - Set Up]]. | ||
\\ \\ Back to [[systems_administrators|Help for systems administrators]] | \\ \\ Back to [[systems_administrators|Help for systems administrators]] | ||
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